Administrative Specialist III

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Type of Position:Clerical

Workstudy Position:

No

Job Type:Regular

Work Shift: Day Shift (United States of America)

Sponsorship Available:

No

Institution Name: University of Arkansas at Fort Smith

The University of Arkansas - Fort Smith is a vibrant mid-sized public university dedicated to breaking the higher education mold by bringing truly transformative, hands-on experiences to every student. From high school seniors to senior professionals, first-generation students to second-chancers, our goal is to provide a high-quality, future-focused education that honors each student's unique, personal situations and goals. Our tiered approach to learning offers students access to more than 80-degree plans and programs including certificate, associate, bachelor's, and master's degrees. We seek to recruit and retain a diverse workforce as a reflection of our commitment to serve the diverse population of Arkansas, to maintain the excellence of the university, and to offer our students richly varied disciplines, and perspectives.

Located on the Arkansas-Oklahoma border and situated in a region of lakes, Fort Smith is the second-largest city in Arkansas and features a vast array of cultural activities, shopping, dining, and entertainment, including a thriving downtown entertainment district. Parks, trails, and water recreation are all within the city limits, and true outdoor enthusiasts will find the area’s lakes, streams, and mountains offer adventure only minutes away from campus. Fort Smith was recently named by Forbes as the number one city in America for the cost of living, and a top city in the nation for the highest-paying tech jobs. The city is within easy driving distance of Tulsa, Kansas City, Dallas, Little Rock, and Memphis.

Thank you for your interest in joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should review before submitting your application. For general application assistance or if you have questions about a job posting, please contact Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have applied.

Department:Dental Hygiene

Department's Website:

uafs.edu

Summary of Job Duties:Position Summary: The Dental Hygiene Program administrative specialist is responsible for managing, organizing, scheduling, and maintaining information for the program. The position reports to the Executive Director of the Dental Hygiene Program

Qualifications:

Required Education and/or Work Experience: minimum qualifications include a high school diploma or equivalent, plus one year of specialized training and/or experience in a clerical field.

Preferred Education and/or Work Experience: associate degree in office administration or related field is preferred.

Essential Job Duties and Responsibilities:

• Support faculty in operating an onsite dental clinic
• Greets, directs, and aids students, patients, and visitors.
• Collects patient fees (electronic and cash) providing receipts as needed.
• Deposits funds into the appropriate campus business office
• Responds to routine questions regarding policies and procedures and making referrals to other sources.
• Creates and maintains files and charts and retrieves information as needed.
• Creates patient charts for students and retrieves charts as needed.
• Files documents, radiographs, and records in charts.
• Facilitates transfer of electronic records from dental and medical offices (digital radiographs, faxes etc.)
• Knowledge of software applications; composes, types, and edits various documents.
• Provides routine data entry, using various databases, including state systems and spreadsheets.
• Answers telephones, routes and screens calls, takes, and transmits messages, notifies, and informs students of patient’s requests, arrivals, and cancellations.
• Collects and distributes mail and parcels and transmits and delivers facsimiles.
• Operates, performs minor repairs, and maintains a wide range of office equipment.
• Maintains paper and electronic files, manages projects, and disseminates information by e-mail, telephone, fax, and mail.
• Implements front office procedures with executive director and faculty to improve student/patient relationships.
• Discusses new procedures with director and faculty to implement new procedures to improve productivity and customer service.
• Researches, calibrates, and prepares statistical reports.
• Photocopies various documents and ensures appropriate safeguard of such documents related to confidentiality.
• Maintains accurate student and patient records ensuring confidentiality and complying with HIPAA.
• Reviews patient charts to identify problems students might have with completing forms, re-care cards, etc. as part of quality assurance.
• Assists students in scheduling patients for dental hygiene services.

Other Job Duties and Responsibilities:

• Maintains strong working relationship with faculty, staff, and students
• Contributes to overall success of the department by performing all other duties as requested
• Supervises students and student workers.
• Acquires necessary textbook desk copies and office supplies for faculty.
• Conducts errands of business nature on behalf of program and University.
• Assists with events, trainings and other activities that support the mission of the department and university.
• Assists in scanning, archiving, and purging of materials relating to the program.
• Conducts annual inventory on equipment
• Assists other departments as needed.
• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork. Requires consistent on-time attendance

Knowledge Skills, and Abilities:
To perform the job successfully, the following competencies are required for the essential functions of this position:

• Strong communication skills to communicate with faculty, staff, students, and school partners
• Ability to work in a technological environment, proficiency in Word, Outlook, and the ability to learn LiveText and similar databases
• Ability to identify and resolve problems in a timely manner, and to gather and analyze information
• Ability to maintain confidential information with discretion
• Ability to function successfully within a complex and potentially stressful environment, while maintaining accuracy and attention to detail
• Professional demeanor
• Ability to edit for grammar, correctness, style, and audience
• Knowledge of general office procedures
• Ability to extract and organize information
• Exemplary organizational skills
• Ability to multitask and prioritize
• Ability to work effectively in a team environment

Additional Information:

Working Relationships: Works in a dynamic team of diverse faculty, staff, and students in a fast paced, growth-oriented environment. Frequent contact with school partners and personnel from licensing agencies, and other institutions.

List Employees Supervised: N/A

Special Job Dimensions: Worked performed primarily in an office setting. Occasional travel may be required. While performing the duties of this job, employee regularly exhibits digital dexterity when entering data into computers, sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to ten (10) pounds. Normal working hours are 8:00 am to 5:00 pm, Monday through Friday. Extended hours occasionally required for special events.

Background Check Requirements. Criminal background checks required

Salary Information:

$25,773-$27,856/year

Required Documents to Apply:

Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume, Unofficial/Official Transcript(s)

Optional Documents:

Special Instructions to Applicants:

Recruitment Contact Information:

HR 479-788-7080

All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS

Please do not send to listed recruitment contact.

Pre-employment Screening Requirements:

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

The University of Arkansas is an equal opportunity, affirmative action institution. The university welcomes applications without regard to age, race, gender (including pregnancy), national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, sexual orientation or gender identity. Persons must have proof of legal authority to work in the United States on the first day of employment. All applicant information is subject to public disclosure under the Arkansas Freedom of Information Act.

Constant Physical Activity:

Frequent Physical Activity:

Occasional Physical Activity:

Benefits Eligible:Yes